Contract Management
Track, centralize and share your contract information easily
- Digitize your contracts
- Track the contract lifecycle
- Monitor contract consumption thresholds
- Compliance, history and up-to-date indicators
The current challenges of contract management
Companies face recurring issues when it comes to tracking their contracts: scattered documents, lack of visibility, missed deadlines and tacit renewals… These difficulties represent both a financial and organizational risk.
Lack of visibility and tacit renewals
Between PDFs, shared folders and emails, it is difficult to obtain a clear overview of contracts.
Result: missed renegotiations, uncontrolled commitments and unexpected expenses.
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Scattered documents and tacit renewals
Without a dedicated tool, documents are stored in multiple locations: Drive, email inboxes, servers, or even physical folders.
It becomes impossible to ensure compliance, version history and traceability.
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Complex contract lifecycle tracking
Tracking start/end dates, amounts, clauses, consumption thresholds or validation steps requires a dedicated and structured tool.
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Why use a dedicated tool?
A complete module to centralize, automate and manage the contract lifecycle
A software solution like Weproc replaces scattered files and manual tracking with a single, structured, reliable database connected to your purchasing flows. Thanks to an intuitive interface, you benefit from:
- a 360° view of all your contracts
- centralized and up-to-date documents
- automatic alerts on deadlines
- real-time consumption tracking
- a controlled contract lifecycle: creation > validation > application > renewal
The Weproc difference lies in its modular approach: each building block naturally integrates with your other features (Purchase Requests, RFQs, Supplier Management, Orders, Receipts, Electronic Invoicing) to create a coherent and scalable Source-to-Pay journey. Fewer manual tasks, greater control, and a more robust and sustainable contract management.
Contract management becomes a strategic lever, no longer an administrative task.
Our solution to keep full visibility over your management
Manage your contracts with confidence
Daily control, continuous compliance, informed decisions: Weproc gives you full visibility over your contractual commitments.
You track in real time:
- Committed spend
- Deadlines and renewals
- Consumption levels
- Clauses and conditions
- Contracts by supplier, category or department
Thanks to centralized data and automated reminders, you gain greater control, reliability and responsiveness.
Contract lifecycle
Anticipate your commitments, avoid tacit renewals and control your approval workflows.
You can:
- View the entire contract lifecycle
- Receive alerts before each renewal
- Upload contract documents in one click
- Automate internal approvals
→ You regain control of your contracts.
Improve visibility over your active contracts and anticipate deadlines to reduce supplier-related risks.
Anticipate your contractual commitments. Visualize your deadlines and receive reminders to avoid tacit renewals.
costs linked to unanticipated renewals
visibility over contractual commitments
traceability across the contract lifecycle.
Centralization of contracts
Access all your contracts from a single workspace:
contact details, clauses, dates, indices, amounts, documents, amendments…
Each contract record is linked to your purchasing workflows, ensuring:
automatic updates
reliable data
a complete history
full traceability
Weproc becomes your “digital contract repository.”
Visualize the entire lifecycle of your contracts through an intuitive, user-friendly interface with multiple functionalities.
Organize and store all your contracts in a single interface. Receive alerts for tacit renewals and manage risks effectively.
Contract Digitalization
Create, manage, and store your contracts in a secure, GDPR-compliant environment.
Key Features:
- Simplified creation form
- Automated document generation
- Version history
- Notifications to signatories
- Full traceability
- Links with purchase orders, receipts, and invoices
Create a supplier contract from a simplified form and make your document actionable for all stakeholders.
Digitalize your contract terms, reference them in communications, and build a trusted relationship with your suppliers.
By integrating your contract database, you gain a comprehensive view of your projects and business units.
Complementary Features
Weproc is deployed in modular blocks to cover every step: Purchase Requests, Tendering, Orders & Receipts, Invoices & Payments, Budgets, Purchase Families, Inventory… Create your Source-to-Pay workflow at your own pace, without complexity.
The Best Practices for Effective Contract Management
Our Key Tips to Centralize Your Data, Boost Efficiency, and Strengthen Collaboration with Your Contractors
By consolidating all contract documents in one place—contracts, amendments, attachments, history, and versions—you eliminate scattered files, duplicates, and lost information. Your teams can access a reliable, up-to-date version in seconds, simplifying follow-up and ensuring transparent contract management.
A well-defined approval process ensures that each contract is validated at the right time by the right people. Every step is logged, responsible parties automatically receive notifications, and nothing slips through the cracks—a smooth, consistent, and fully controlled process.
With scheduled alerts for key dates—commitment periods, contract expiration, tacit renewals—your teams are notified before any risk arises. You can anticipate renegotiations, prevent unwanted renewals, and maintain financial and operational control.
By linking contracts to orders, receipts, and invoices, the platform automatically calculates committed and remaining amounts. Teams can quickly visualize actual consumption, identify potential overruns, and secure the use of each contract.
Integrate controls for contract documents—mandatory clauses, dates, signatures, sensitive provisions—to ensure each document meets internal and regulatory requirements. Teams work with reliable, compliant data, reducing legal risks.
FAQ – Features for Contract Management
The drafting of a supplier contract must be rigorous to ensure a successful collaboration and avoid future legal problems.
Drafting a supplier contract must be rigorous to ensure a successful collaboration and avoid future legal issues. Key elements include general terms and conditions, commitments of each party, delivery times, pricing, payment terms, termination clauses, and legal responsibilities.
Don’t forget to include company-specific requirements, especially for multi-site management, as well as details on expected product or service catalogs and relevant purchase families.
To manage supplier contracts efficiently, centralize information and use a contract management system like Weproc.
An automated workflow streamlines file tracking, ensures traceability of actions, and optimizes communication between all stakeholders.
Also, establish analytical performance indicators to evaluate service quality, compliance with contractual obligations, and impact on allocated budgets.
Renegotiations and contract amendments may be needed to adapt terms to evolving business needs or improve commercial conditions.
Manage this by analyzing supplier performance, identifying areas for improvement, and preparing strong arguments for renegotiation.
Do not hesitate to use analytical data to justify requests, and maintain open, transparent communication with suppliers to reach mutually satisfactory agreements.
Ensure supplier contracts comply with regulations and internal policies by implementing rigorous verification and control procedures. A suitable validation workflow guarantees contracts are approved according to legal requirements, quality standards, environmental commitments, and company policies.
Regular audits of ongoing contracts and training for staff involved in contract management are also recommended.
Anticipate and manage risks proactively in close collaboration with suppliers.
It is important to identify potential risks, such as price fluctuations related to production costs, in order to provide margin on the budgets of the various departments.
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